Privacy Policy

1. Who we are and what this covers

Coach Sidekick is a coaching-feedback tool for youth sports academies. Coaches record practice and match audio; we transcribe it and use AI to turn the coach's spoken feedback into a private development digest for each player and analytics for the coach. Academies are our customers: players and families do not subscribe directly; access is provided through a player's academy. This policy applies to our website, web application, and mobile application (the "Service").

2. Information we collect

From academies and coaches

Account and contact details for the coach or administrator, and the roster information a coach enters about each player: the player's name, date of birth (used to determine age and whether parental consent is required), jersey number, playing position, optional nicknames, an optional player email, and a parent or guardian name and email. When a club runs tryouts or scouting, we also hold the notes, ratings, and rankings a coach records about candidates who are not yet on a roster.

Audio and transcripts

Audio recordings of sessions a coach chooses to record (practices, matches, halftime talks, voice memos, team meetings) and the transcripts of those recordings, including labels associating spoken segments with players on the roster.

Feedback and usage

The AI- and coach-generated feedback, development summaries, session recaps, and drill recommendations about each player, and basic usage information such as which feedback or drills a player has viewed.

A note on voice

We use the content of what was said (the transcript text plus the roster) to attribute a coach's feedback to the right player. We do not create, use, or store a biometric "voiceprint" of anyone, and we do not enable voice-recognition features that identify a person by their vocal characteristics.

3. How we use information

We use personal information to provide the Service (transcribe sessions, generate each player's feedback digest and development summary, match drills to feedback, and produce coach analytics) and to enable the coach review-and-approval step before any feedback reaches a player. We do not sell personal information, we do not use it for advertising, and we do not load advertising or cross-site trackers. On the public marketing site the only measurement we run is Vercel Web Analytics: it is cookieless, uses no cross-site identifiers, and gives us aggregate page and funnel counts, not individual profiles. The web application behind sign-in carries no analytics.

The Coach Sidekick mobile app sends two kinds of operational data to help us keep it working: product-usage events (which features and actions a coach uses, with counts and durations) to PostHog, and crash and performance reports to Sentry. These are tied to an internal user id and a device identifier, never to a name or email, and they never include audio, transcripts, player names, or notes. Both can be switched off at any time, on each device, in the app under Settings, then Privacy. Neither is used for advertising, and we do not share it with anyone else.

4. Children under 13 (COPPA)

Coach Sidekick is built for youth academies (typically ages 7–18), so we knowingly handle the information of children under 13, and we comply with the U.S. Children's Online Privacy Protection Act ("COPPA").

Children do not create their own accounts. A child is never asked to self-register; a coach adds a player, and any account access for a minor is mediated by the academy and the child's parent or guardian.

We do not collect or process a child's data without parental consent. When a player's recorded date of birth indicates they are under 13, our system blocks that child's audio from being transcribed, analyzed, or shared with our service providers, and blocks the child from being invited to the player portal, until a valid parental consent is recorded. The parent-facing process for providing that consent is being finalized with counsel and a verification provider.

Parental rights. A parent or guardian may review the information we hold about their child, request its deletion, or withdraw consent at any time by contacting us (Section 8). We verify that the requester is the child's parent or guardian before acting. A self-service parent portal for these actions is in development.

5. How we share information

We share personal information only with service providers that process data on our behalf, under contract, to operate the Service; with a player's own academy; and where required by law. We do not sell or rent personal information and we do not share it for advertising. Our service providers are:

• AssemblyAISpeech-to-text transcription of session audio
• CerebrasAI model inference (attribution, summaries, classification)
• Cloudflare R2Storage of audio and files
• NeonApplication database
• VercelWeb application hosting; cookieless, aggregate page analytics on the public marketing site only
• RailwayAudio-processing worker
• WorkOSAccount authentication and invitations
• InngestBackground job orchestration
• SentryCrash and performance reports from the mobile app, identified by an internal user id and a device identifier, not by name or email
• PostHogProduct-usage events from the mobile app (which features and actions), identified by an internal user id and a device identifier, not by name or email

6. How long we keep information

We keep personal information only as long as needed to provide the Service. Today we retain finalized audio, transcripts, and derived feedback. We are defining and implementing explicit retention limits so a child's data does not live longer than it needs to, and we will state those limits here as they take effect.

7. Security

Data is encrypted in transit, and our infrastructure providers encrypt stored data at rest. Access to a player's data is limited to the player's academy and to our personnel who need it to operate the Service. Audio is stored in the United States (Cloudflare R2), and transcripts and metadata sit in a U.S.-based database (Neon).

8. Your choices and contact

To ask about, review, correct, or request deletion of a player's information, or to withdraw consent, email support@coachsidekick.ai. We will verify the request (for a child's data, that you are the parent or guardian) before acting. If you believe we have collected information from a child under 13 without the required consent, contact us and we will delete it.

Deleting your own account. Any account holder (coach, club administrator, player, or parent) can delete their account from within the Service, in your account settings. We confirm the request with a one-time code sent to your email, remove your sign-in right away, and complete the deletion after a 14-day window. During that window you can cancel by signing up again with the same email address. If you are the only administrator of your club, you will be asked to name another administrator first. When the deletion completes, your sign-in, email address, devices, and personal settings are deleted, and your name is removed from your account. A player's roster entry, which the club manages, stays with the club. Records that belong to your club are kept by the club, no longer linked to your name or account: for example, sessions a coach recorded, feedback and reports that players and families already received, and assessment and audit records. Your voice may remain in session recordings, and your words in transcripts, that your club keeps. Deleting a parent or player account does not delete a child's records or withdraw parental consent; to request that, use the contact path above. The exact lists for your role are shown before you confirm; the confirmation emails restate what the club keeps.

9. Changes to this policy

If we make a material change (for example, adding a service provider or changing how we use a child's information) we will update the date above and, where required, obtain renewed parental consent before the change applies to a child's information.